Billing Specialist

The Billing Specialist is responsible for the accurate and timely invoicing of customer orders in a manufacturing environment. This role ensures invoices align with sales orders, shipping documentation, pricing agreements, and contractual terms. The Billing Specialist plays a critical role in the order-to-cash process, supporting revenue accuracy, cash flow, and customer satisfaction while maintaining compliance with internal controls and audit requirements.

Key Responsibilities

• Billing & Invoicing
• Prepare and issue customer invoices based on: 
• Sales orders 
• Shipping documents (BOLs, packing slips, proof of delivery) 
• Customer contracts and pricing agreements 

Ensure invoices reflect: 

• Correct pricing, discounts, and surcharges 
• Freight terms (FOB shipping point/destination, prepaid vs. collect) 
• Applicable taxes and fees 
• Process partial shipments, backorders, and split invoices accurately 
• Manage progress or milestone billing for custom products or capital equipment, as applicable 

Cross-Functional Coordination

• Partner with Sales to validate pricing, credits, and contract terms 
• Work closely with Shipping and Logistics to resolve shipment discrepancies 
• Coordinate with Production and Planning on shipment timing and order status 
• Collaborate with Accounting and Accounts Receivable to ensure accurate revenue recognition and timely collections 

Dispute Resolution & Customer Support

Investigate and resolve: 

• Billing discrepancies 
• Short pays and chargebacks 
• Freight and pricing disputes 
• Respond to customer billing inquiries professionally and promptly 
• Maintain documentation to support dispute resolution and audit trails 

Month-End Close & Compliance

Support month-end close by: 

• Reconciling shipped-but-not-billed orders 
• Identifying billing accruals and deferrals 
• Maintain accurate and organized billing records in accordance with internal controls 
• Ensure compliance with company policies, accounting standards, and audit requirements (SOX, where applicable) 

Systems & Reporting

• Enter and maintain billing transactions in the ERP system (e.g., NetSuite, SAP, Epicor, Oracle, Infor) 
• Support EDI billing requirements for key customers 
• Utilize Excel for reconciliations, pricing audits, and reporting 
• Identify opportunities to improve billing accuracy, efficiency, and process controls 

Required

• Associate’s degree in Accounting, Finance, Business, or related field (or equivalent experience) 
• 1+ years of billing experience in a manufacturing or distribution environment      
• Experience with ERP systems and order-to-cash workflows 
• Strong attention to detail and accuracy 
• Ability to manage multiple priorities and recurring deadlines 

Preferred

Experience with: 

• "Letter of Credit" (LOC) strongly preferred
• EDI customers 
• Contract-based or milestone billing 
• Freight and logistics billing 
• Strong Excel skills (lookups, reconciliations, pivots) 
• Familiarity with revenue recognition principles 

Key Competencies

• Detail-oriented and process-driven 
• Strong written and verbal communication 
• Cross-functional collaboration 
• Problem-solving and root-cause analysis 
• Professional handling of sensitive financial information 

Why This Role Matters

This position is critical to ensuring:

• Accurate revenue recognition 
• Timely cash flow 
• Customer trust and satisfaction 
• Audit readiness and compliance